Getting Started
Emails You May Receive
The emails Master Teacher sends in your first weeks, by role, what triggers each one, and which ones you or your administrator can turn off.
In your first weeks, Master Teacher emails you to set up your account, to tell you about observations and coaching, and to point you to new courses. This article lists each email by who receives it, what triggers it, and whether it can be turned off, so you can tell a real Master Teacher email from spam and know what to do with it.
A few things hold for every email below:
- Emails come from the address your district’s provider set up. Most of them end with “Please do not reply to this email.” Replies go to an unmonitored mailbox, so contact your district administrator or support instead (see Accessing Help and Support).
- Subjects below are the standard wording. Your district or provider can replace the wording of several emails with their own: the invitation, the welcome-back email, the new content email, the final observation report, course recommendations, and the proctor emails. If yours reads differently, it is still from Master Teacher.
- If an email does not arrive, check your spam or junk folder, then ask your administrator to confirm the email address on your account.
Emails anyone can receive
Section titled “Emails anyone can receive”| Subject | What triggers it | Can it be turned off? | |
|---|---|---|---|
| Invitation | ”Welcome to the Master Teacher application” | An administrator adds you or sends you an invitation | No |
| Password reset | ”Reset password instructions” | You click Forgot password? on the sign-in page | No |
| Passwordless login code | ”Your one time code” | You click Get Code on Passwordless Login | No |
| Welcome back | ”Welcome back to the Master Teacher application” | An administrator schedules a re-engagement email | No |
| District message | Written by the sender | An administrator sends a Bulk Message | No |
| Comment notification | ”{name} left a new comment for you” | Someone comments on an observation you’re part of | Yes: Comments & replies |
| Course recommendation | ”Recommendation: {course name}“ | Someone recommends a course to you | Yes: Course recommendations |
| New content | ”Master Teacher: New Content Available!” | You’re assigned courses or other content | No |
Invitation
Section titled “Invitation”Sent when an administrator adds you, invites you, or imports a list that includes you. It names your roles, your district’s Master Teacher address, and your username (your email), with an Accept Invitation link that opens the page where you create your password. The link does not expire. If your administrator resends the invitation, use the newest email. See Accepting Your Invitation.
In a district that uses single sign-on, Accept Invitation takes you to your district’s sign-in provider instead of a password page.
Password reset
Section titled “Password reset”Sent when you request a reset. Click Change my password within 6 hours. The link works once. If you did not request it, ignore the email: your password does not change until you use the link. Districts that use single sign-on do not send this email. See Signing In and Resetting Your Password.
Passwordless login code
Section titled “Passwordless login code”Sent when you ask for a code on the Passwordless Login page. The email, headed Login Code, holds a 4-digit code that is valid for 24 hours. Enter it on the Enter 4 digit code page. After five wrong codes, Master Teacher emails a new one. Do not share the code.
Welcome back
Section titled “Welcome back”Sent when an administrator schedules a re-engagement email, often at the start of a school year. It lists your district’s Master Teacher address and your username. Outside single sign-on districts, it also has “Forgot your password? Click Here”, which opens the reset page with your email filled in. If you have never accepted your invitation, you get the invitation email instead.
District message
Section titled “District message”Sent when a district administrator uses Bulk Message on the user list. The administrator writes the subject and text. Your provider can also send messages to district staff. See Managing Users and Organizations.
Comment notification
Section titled “Comment notification”Sent when someone comments on an observation you’re part of, including while the observation waits on a teacher’s reflection or acknowledgment. Click Click here to view comment to open it. The comment also appears in your messages inbox in the top bar.
Course recommendation
Section titled “Course recommendation”Sent when an observer, coach, or administrator recommends professional-development content to you, for example from an observation’s action steps. The subject names the course, or the number of courses when there is more than one. The links open your dashboard, where the content is waiting.
New content
Section titled “New content”Sent when an administrator assigns you courses or other content and chooses to notify you. With Notify When Available? on, the email goes out once the content becomes available (the system checks every few minutes). An administrator can also send it on demand. The email lists up to six content names under Content:, plus how many more.
Emails for teachers
Section titled “Emails for teachers”These come from the weCLIMB and coaching features. Your district decides which ones go out (see What administrators control).
| Subject | What triggers it | Can you turn it off? | |
|---|---|---|---|
| Reflection request | ”Please reflect on your observation from {observer}“ | The observer submits an observation that asks for your reflection | Yes: Reflection requests |
| Acknowledgment request | ”Please acknowledge your observation from {observer}“ | The observation is waiting for your acknowledgment | Yes: Acknowledgment requests |
| Final report | ”Observation from {observer} on {date}“ | The observation is finalized | No (only an administrator can stop it) |
| Fresh link | ”Fresh link for your observation” | You click Send me a fresh link on an expired link page | No |
| Coaching action steps | ”Coaching action steps from {coach}“ | Your coach adds or changes your action steps | Yes: Action step updates |
| Action step reminder | ”Your coaching action steps are coming due” | An action step’s check-back date is today or in two days | Yes: Action step reminders |
For a performance review, the subjects and buttons say “performance review” (or “Performance Review”) in place of “observation”.
- Reflection request: the button Add your reflection opens the observation so you can record your thoughts before it is closed.
- Acknowledgment request: the button Acknowledge observation opens the observation. You can acknowledge with or without disagreement. If you reflected first, this email arrives about five minutes after you submit your reflection.
- Final report: tells you the observation has been finalized and links to it by name. If your district allows magic links, it also has an Open your observation button that works without signing in. If you have not set a password yet, it includes an Accept Invitation link. A district’s custom version also attaches the report as a PDF.
- Fresh link: replaces an expired magic link with a new Open your observation button.
- Coaching action steps: lists your current action steps from an observation, with a View My Coaching Page button. The subject reads “Your coaching action steps” when the steps come from more than one coach.
- Action step reminder: sent once a day when a step’s check-back date is coming up, so you can talk with your coach about it at your next visit.
Magic links (the buttons that open an observation without a password) are unique to you and expire after 30 days. Do not forward these emails: anything done through the link is recorded under your name. See Opening an Observation from Email and Your Observations as a Teacher.
Your first observation email may arrive before your invitation does. If you have no password yet, the final report includes an Accept Invitation link you can use to set one.
Emails for observers and coaches
Section titled “Emails for observers and coaches”| Subject | What triggers it | Can you turn it off? | |
|---|---|---|---|
| Final report | ”Observation: {observation name}“ | You finalize an observation | No (only an administrator can stop it) |
| Acknowledgment received | ”Observation acknowledged: {observation name}“ | The teacher acknowledges an observation you completed | Yes: Acknowledgments received |
| Overdue visit alert | ”You have coaching visits that are overdue” | One or more of your coaching assignments is overdue for a visit | Yes: Overdue visit alerts |
- Final report: confirms the observation is finalized and links to it.
- Acknowledgment received: says whether the teacher acknowledged with disagreement and includes the teacher’s comment. If the observation is still open, it links you to review the acknowledgment and finalize the observation.
- Overdue visit alert: a daily list of the teachers you coach who are overdue for a visit, with the days since the last one.
Observers also receive comment notifications and can receive any email in the first table.
Emails for proctors, learners, and administrators
Section titled “Emails for proctors, learners, and administrators”| Subject | Who gets it | What triggers it | |
|---|---|---|---|
| Proctor agreement | ”Your Proctor Acknowledgment Agreement” | Proctors | You complete the proctor acknowledgment. The signed agreement is attached as a PDF. |
| Proctor session | ”You’ve been assigned a proctor session” | Proctors | Someone assigns you a proctored session, and again as a reminder in the 15 minutes before the session starts |
| Certification | ”{course name} Certification” | Learners | You earn a proctored certification. The certificate is attached as a PDF. |
| Export ready or failed | ”Your observation export is ready” or “Your observation export failed” | System administrators | An observation export you requested finishes or fails |
None of these can be turned off. For proctoring, see Proctoring Dashboard.
Turning emails off yourself
Section titled “Turning emails off yourself”Open the account menu, choose My Profile, and scroll to Notifications. Each optional email has a checkbox in the Email column, and Mute all optional turns them all off at once. Your choices affect only you. See Managing Your Notification Preferences.
Emails about your account (invitation, password reset, login code, welcome back), district messages, and new content do not appear there. Final report is listed, but its email checkbox stays on and cannot be cleared.
What administrators control
Section titled “What administrators control”A system administrator can stop some emails for the whole district on the Observe Settings page. See weCLIMB Settings.
- Notify observee? turns off the teacher emails: reflection and acknowledgment requests, the final report, and coaching action step emails.
- Notify observer? turns off the observer’s final report and acknowledgment received emails.
- Each form set has its own Notify Observee? and Notify Observer?. An observation email goes out only when both the district setting and the form set’s setting are on.
- Send coaching reminders? turns off action step reminders and overdue visit alerts.
- Allow magic link access? controls whether teacher emails carry a link that opens the observation without signing in. With it off, the emails still go out, and their links open the observation after you sign in.
When an administrator turns an email off, your own setting is kept and applies again if the district turns it back on.